Microsoft SharePoint Training

Toronto, Mississauga, GTA, SW Ontario

Customized SharePoint 2010, 2013, 2016 or Online training will enable you to understand what the different components of SharePoint are and what they can do. How is it possible to modify the settings in SharePoint libraries and lists to suit your needs. Your training is “hands on” you create sites, libraries and lists (Not just listen to the theory). Work with your SharePoint sites and organize them to ensure easy navigation. With SharePoint Online new features are added all the time – these can save you time and effort.

By working with your SharePoint site (or similar sample site) you will build sites, libraries, lists and pages that are relevant to your needs.

Below is a suggested list of topics but these can be modified to suit your needs.

Training Topic 7: Search & Index

Topic 8: Site Monitoring

Manage Site Usage

Set Site quotas

Topic 9: Site Maintenance & Backup

Manage Site Maintenance

Perform a Backup

SharePoint Site Architecture

Folders or No Folders

It is usually better to have little or no folders or sub folders in libraries and instead use more custom data (called Meta Data) to separate different document types . If there are folders avoid nesting multiple folders as this makes files difficult to find.

Limit the number of Sub Site Levels

While it is good practice to have sub sites (a1 and a2 are sub sites of A etc.) – do not have more than 2 or 3 levels. If there are too many levels it will be difficult for people to navigate to the sub site they need.

Sub Site Naming Conventions

Give sub sites a short and descriptive name – just enough so that it is easy to remember and type so that most people will know what it is for (site.ca /HR). Note that you can give a sub site a different title but it will be impossible to change the name afterwards. Note do not use spaces as these show as %20.

Using Microsoft SharePoint more effectively

Give permissions to a Group not to individuals

It is possible to give a person permission to access a site or library but this will be very difficult to keep track of after a few weeks. It is much better practice to add a person to a Group and the Group has permissions on the Site or library. If the person joins with a team working on Plan A then the person would be added to the Group “Plan A Group”. If the person leaves they are removed and if “Plan A” is complete then the group is also removed – all the people at once.

Use Adding a drop down or choice to a custom column of meta data

Task When adding a custom column to track what kind of document it is (quote, contract, meeting etc.) it is better to create a drop down. With a drop down people can choose form a list and this reduces spelling errors and lets the users know all the options. Note that a entry such as “Other” could be added to cover documents which do not fit any of the criteria.

Create Views to segment data

SharePoint comes with a few default views but many more views can be created. Views can apply a filter so if you only want to see ‘contracts” then apply a filter on that column. Views can also group the data, so the contracts could be grouped by City. A SharePoint view can be personal (for you only) or public so all people with permissions to library can see it.

Give permissions by Sub Site or Library

While it is possible to give permissions on individual documents this will be very time consuming and difficult to update after a few weeks. Only share the entire library or sub site with Groups. It will be easy to see who has access to the library.

Turn on Version Control History if editing manuals etc.

Be For library where people are editing documents and you may want to go back to an earlier version turn on the version control. Go to Library Setting and there find the option to enable version control. If fact it is possible to have Major and Minor versions.

Permission Levels

Only give the minimum permission level to any group of SharePoint users. If they only need to see the documents then Read level is sufficient. Never give Owner permission unless the group really needs it as they could delete the site and/or documents.

Create Alerts to warn you of changes

If you need to know when a document is changed create an Alert on it. This means when someone changes the document you will get an email or a text message.Do not create alerts on too many files as this would generate far too many emails in your inbox.

Link Task list to Outlook

SharePoint Task list can be linked to your desktop version of MS Outlook – change s made to the list will be visible in Outlook.

Work Flows on Documents

If a document always goes to the same path for approval etc. then consider a work flow. SharePoint comes with some work flows (depending on the version) but there is usually a Document Approval work flow. This could be set up so that it is started by a user or automatically once the document is uploaded to SharePoint library. Usually the document is send to other people and they accept or reject it (once rejected the work flow stops), if accepted it may continue to a manger for approvel.

SharePoint Library linked to MS Outlook

You can link a SharePoint library to Outlook, this means you can click on a document and you actually go to SharePoint. Note htis way your documents are safe and other people can also access them – if you give them permissions.

Do not make URL over 256 characters

Some The limit in SharePoint for URLs is 256 characters so do not try to exceed it as it is not possible.

SharePoint Updates

Microsoft is always adding features to SharePoint and it is not every 3 to 4 years as in the past. Now the updates are every couple of months or so.

Components of SharePoint Architecture

Organizing a SharePoint site and managing the content is a challenging job and most of the groups using the sites should have input. Microsoft SharePoint offers the following building blocks:

Site Collections: Top level sites which are containers with a unique name used to store a collection of sub sites.

Sites (and subsites): This is the core (and most visible element) of SharePoint. Sub Sites are the containers which will store libraries, lists and pages. Links can be made directly to the homepage of this site

Libraries: These are contained within sites and store files (such as Word or Excel docs, pictures, videos and PDFs etc.).

Lists: These are similar to libraries but instead of storing files they store ‘items’. An item is like a record in a table or database.

Folders: These are located in libraries and lists, folders are sub containers with names Note that it is not advised to have too many folders – better to use Metadata (see next point).

Metadata: This is Data about Data – properties that are applied to items inside libraries or lists (such as Region, City and Category)

Managed metadata: This is centralized version of metadata that can be managed in an enterprise way.

Content Types: Controls the type of item being added to the library and what metadata see above) is needed for a type of document, or when and if the documents can be deleted.

Note there is no absolutely correct way to arrange all the parts of a SharePoint site to satisfy all users, it should be organized to suit the majority of users.

About our Training

Delivery

Onsite fully customized training targeting your specific needs in MS SharePoint – not just a pre-set fixed list of topics. The training can be with your own SharePoint Site and this means you are productive even on the training day (the library or list you create can be used immediately.) We work with you and build your training agenda based on your training objectives and goals. Microsoft SharePoint has many options. While most people will use a library and the default settings, other people will modify the settings to suit their needs. A vast amount of custom views can be created and these can be either personal or public views.

Location

We provide onsite MS SharePoint training in the GTA, Toronto, Mississauga, Oakville, Burlington, Hamilton, Niagara, Kitchener, Waterloo, Guelph, Vaughan, Concord, Markham, Pickering, Barrie areas. Training is done on your location so you and your team do not have to drive across town – no wasted time. Note that often a hotel meeting room can be used for training – people just need to bring their laptops. We offer customized MS SharePoint training for Employees, Managers, Executives involved in Financial, Accounting, Marketing, Sales etc. in Toronto, Mississauga, Brampton, Ontario, Kitchener, Waterloo, Hamilton, and Cambridge, Canada.

Organizations use SharePoint to create websites and Intranets. SharePoint is a secure place to store, organize & share documents, calendars & lists. These files and information can be accessed from just about any device. A web browser such as Internet Explorer, Chrome, or Firefox is all you need. By working with your own data, libraries and sites you will create setups you can use immediately.Below is a suggested list of topics but these can be modified to suit your needs.
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Custom Views

Create custom Views to see just the documents you need to see and also group them

Read Only Access

You can grant “read-only” to specific libraries – people can see the documents but not edit them

Add Custom Columns

Add custom columns to libraries and lists to enable easy organizing and search